Transit Systems 2024-02-02 2024-03-08

Senior Buyer

Sonoma-Marin Area Rail Transit (SMART)
Petaluma, California

Job ID: 150468
Job Status: Full-time

The Senior Buyer provides senior level professional procurement services, which include, but are not limited to, the planning and development, advertising, evaluation, negotiation, and awarding stages for complex and highly technical contracts primarily supporting public works construction projects, repair and maintenance projects, and complex professional services, including Architecture & Engineering contracts. The work has complex, technical and programmatic aspects requiring the interpretation and application of policies, procedures, laws, regulations, and grant requirements and involves frequent contact with the public and other agency personnel.

Under general direction, provides senior level procurement services for highly complex procurements, including developing, coordinating, and administering invitation for bids, requests for proposals, and requests for qualifications. The incumbent performs detailed analyses and support relating to assigned procurements; develops, summarizes, and maintains detailed administrative and procurement records; analyzes programmatic practices and procedures and makes recommendations for organizational, operational, and procedural improvements; fosters cooperative working relationships with District managers, the public, and regulatory agencies; performs related work as required.

Duties and Responsibilities include, but are not limited to, the following:
This is a descriptive list of the range of duties performed by, and minimum requirements of, employees in the class. Specifications are not intended to reflect all duties performed within the job. SMART reserves the right to determine and amend job responsibilities.

  • Develops solicitation packages for Invitation for Bids, Requests for Proposals, Requests for Qualifications, and Request for Quotes ensuring legal, contractual, and required grant provisions are included to protect SMART’s interests, as well as all applicable Federal, State, and Local laws and regulations.
  • Confers with various department staff to research and develop detailed product and/or scope of work specifications and establishes contract terms.
  • Resolves questions regarding intent and expected use of goods and services, specification definitions, and scope of work statements.
  • Consults with SMART’s legal and risk management departments on contractual language and other legal matters associated with assigned procurements and contracts.
  • Utilizes e-Procurement software programs to administer the procurement processes, including advertising solicitations, issuing addenda, responding to questions, receiving bids and proposals, coordinating evaluations, and issuing award notifications.
  • Prepares and places advertisements for solicitations in newspapers and with trade journals.
  • Prepares and distributes notifications to potential bidders and proposers using SMART’s vendor lists, Disadvantaged Business Enterprise (DBE) and Small Business Enterprise (SBE) lists, and other vendors identified through market research.
  • Coordinates and responds to requests for information and questions during the solicitation process and prepares and distributes addenda.
  • Coordinates and facilitates pre-bid and pre-proposal meetings, site walks, and public bid openings as required.
  • Coordinates and participates in the evaluation of bids and proposals; performs price/cost analyses when required; summarizes bid responses and prepares documentation and reports for approval of contract awards.
  • Confirms sub-contractor verifications including verification of applicable licenses, certificates, insurance requirements, etc.
  • Negotiates contracts that are highly complex and technical in nature, which may include facilitation of Best and Final Offers (“BAFOs”).
  • Utilizes an Enterprise Resource Planning (ERP) software to review requisitions and create purchase orders.
  • Assists in the creation, review, and coordination of contract change orders and contract amendments.
  • Serves as a liaison to employees, the public, private organizations, government agencies, community groups, and other organizations for assigned procurements; provides information, assistance, and clarification regarding procurement programs and services;
  • Receives and responds to complaints, questions, and public records act requests relating to procurements and contracts.
  • Assists in the preparation of comprehensive technical records and reports.
  • Assists in the development of departmental goals, objectives, policies, procedures, and training materials and may conduct training to agency staff on behalf of the Procurement Department.
  • Maintains detailed and accurate records and files.
  • Prepares and maintains detailed databases, vendor lists, and other reports as required.
  • Attends and presents at Board meetings as required.
  • Serves as SMART’s Procurement technical lead in absence of the Procurement Manager.
  • Performs other projects and duties as assigned.

Qualifications, Knowledge, Skills, and Abilities

Minimum Qualifications

Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
  • A Bachelor’s degree from an accredited four-year college or university in business administration, public administration, business administration, or a closely related field; AND
  • Four (4) years of professional work experience using formal and informal competitive bidding processes and developing contracts, service agreements, or other written legal agreements for a public entity.
  • An Associate degree from an accredited college or university in business administration, public administration, economics, business administration, or a closely related field; AND
  • Six (6) years of professional work experience using formal and informal competitive bidding processes and developing contracts, service agreements, or other written legal agreements for a public entity. Desirable Qualifications
  • Certified Professional Public Buyer (CPPB), Certified Public Procurement Officer (CPPO), or NIGP-CPP Certification, or equivalent certification.
  • NIGP-CPP Certification, or equivalent certification.

Knowledge of:
  • Design-Bid-Build and alternate delivery procurement models for construction such as Traditional Design/Build, Progressive Design/Build, Construction Manager/General Contractor (CM/GC) methods.
  • The required procurement procedures for Qualifications-Based Selection for Architecture & Engineering contracts, including Caltrans Local Assistance procedures.
  • Principles and practices of public agency procurement, including formal and informal competitive bidding processes and procedures for public works projects.
  • Methods of developing contracts and/or service agreements or other written legal agreements.
  • Design-Bid-Build and alternate delivery procurement processes and procedures such as Traditional Design/Build, Progressive Design/Build, and CM/GC methods.
  • Qualifications-Based procurement processes and procedures associated with procuring architecture and engineering services.
  • California Uniform Public Construction Cost Accounting Act preferred.
  • Caltrans Local Assistance processes and procedures.
  • Principles of risk management and general knowledge of typical third-party contract insurance policies and requirements.
  • Prevailing wage and certified payroll requirements and determinations.
  • Working knowledge of the Department of Transportation policies and procedures with regards to procurement activities; In particular: Federal Railroad Administration, Federal Transportation Administration, Federal Highway Administration, including a working knowledge of the Buy America(n) Act.
  • Research, statistical, analytical, and reporting methods, techniques, and procedures.
  • Working knowledge and understanding of the Buy American Act; CalTrans’ procurement and grants programs.
  • Working knowledge of grant administration, guidelines, and associated requirements.
  • Business letter writing and report preparation.
  • English usage, grammar, spelling, vocabulary, and punctuation.
  • Enterprise Resource Planning (ERP) systems, preferably Oracle.
  • Modern office practices, methods, and computer equipment and applications related to the duties of the position.
  • Record keeping principles and procedures.
  • Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and District staff.

Ability to:
  • Write complex bid documents, specifications, addenda, contract, and reports, including those related to qualifications-based consultant procurements and public works construction procurements.
  • Analyze and compare complex detailed quotations, bids, and proposals.
  • Work with and format large complex documents and agreements.
  • Analyze, interpret, summarize, and present administrative and technical information and data.
  • Negotiate contracts for the acquisition of supplies, materials, equipment, and services.
  • Coordinate and facilitate pre-bid meetings, site walks, evaluation committee reviews, interviews, negotiation meetings, bid openings.
  • Interpret and apply SMART policies and procedures.
  • Interpret, apply, explain, and ensure compliance with applicable Federal, State, and local policies, procedures, laws, and regulations.
  • Conduct research on a wide variety of procurement topics including contract feasibility, procurement planning, market analysis, and cooperative agreements.
  • Demonstrate excellent planning, problem solving, and decision-making skills.
  • Interpret drawings and draft specifications.
  • Analyze, interpret, summarize, and present administrative and technical information and data in an effective manner.
  • Effectively represent the department and the District in meetings with governmental agencies, community groups, and various businesses, professional, and regulatory organizations, and in meetings with individuals.
  • Plan, organize, and carry out assignments from management staff with minimal direction.
  • Prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
  • Establish and maintain a variety of filing, record keeping, and tracking systems.
  • Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
  • Operate and maintain modern office equipment, including computer equipment and specialized software applications programs, particularly Microsoft Office Suite, and Adobe Acrobat.
  • Use English effectively to communicate in person, over the telephone, and in writing.
  • Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations.
  • Maintain professionalism while working under pressure, with tight deadlines, or handling difficult situations.
  • Work irregular hours as necessary in order to meet deadlines, achieve objectives, and respond to emergencies.

Salary: $101,642 - $123,535 annually + pension and benefits

SMART is an equal opportunity employer.

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Transit Job Listing - Senior Buyer